Outlook 2002 Essentials 2002... · 2019-06-20 · Outlook 2002 Essentials Page 3 2. The Outlook...

FAO HANDBOOK

Outlook 2002 Essentials

Computer Skills Programme, SDG, AFHO Ext. 55193 October 2004

Outlook 2002 Essentials Page i

TABLE OF CONTENTS

1. INTRODUCTION ______________________________________________________ 1

2. THE OUTLOOK SCREEN – AN OVERVIEW ________________________________ 3

2.1 What’s in the Outlook Bar ________________________________________________ 3

2.2 Outlook Today__________________________________________________________ 4

2.3 Looking at the Folder List ________________________________________________ 6

2.4 The Standard Toolbar____________________________________________________ 6

2.5 The Advanced Toolbar ___________________________________________________ 8

3. INBOX FOLDER ______________________________________________________ 9

3.1 Reading Incoming E-mail messages________________________________________ 9

3.2 Forwarding a Message to Another User _____________________________________ 9

3.3 Replying to an E-mail Message ___________________________________________ 10

3.4 Resending a Message __________________________________________________ 11

3.5 Recalling Sent Messages ________________________________________________ 11

3.6 Creating an E-mail Message _____________________________________________ 13

3.7 Addressing a Message __________________________________________________ 13

3.8 Selecting Message Options ______________________________________________ 18

3.9 Tracking Messages_____________________________________________________ 19

3.10 Flags , Message Importance and Message Sensitivity ________________________ 20

3.11 Creating and Using Multiple AutoSignatures________________________________ 21

3.12 Using the Preview Pane _________________________________________________ 22

3.13 Saving a Message______________________________________________________ 24

3.14 Recovering Deleted Messages ___________________________________________ 24

3.15 View Mailbox and Folder Size ____________________________________________ 25

3.16 Filtering Messages – Using the “Junk” Message Filter _______________________ 27

Computer Skills Programme, AFHO February 2003

Page ii Outlook 2002 Essentials

4. EDITING THE TEXT IN A MESSAGE _____________________________________ 29

4.1 Formatting Text________________________________________________________ 29

4.2 Typing Accented Characters and Symbols _________________________________ 30

4.3 Supporting Accents in Outlook/Internet Messages___________________________ 30

4.4 Spell Checking a Message _______________________________________________ 30

4.5 Deleting Text __________________________________________________________ 32

4.6 Selecting Text for Deletion, Copying or Moving _____________________________ 32

4.7 Copying Text from One Message to Another Message________________________ 33

4.8 Copying Text from Another Application to a Message ________________________ 34

5. USING FOLDERS TO ORGANIZE MESSAGES_____________________________ 35

5.1 What is a Folder? ______________________________________________________ 35

5.2 Creating Folders and Subfolders _________________________________________ 35

5.3 Moving and Copying Messages between Folders ____________________________ 37

5.4 Deleting Message(s) from Folders ________________________________________ 37

5.5 Deleting Folders and Subfolders__________________________________________ 38

5.6 Using the Advanced Find Items___________________________________________ 38

5.7 Configuring the Drafts Folder ____________________________________________ 39

6. FILE ATTACHMENTS TO A MAIL MESSAGE ______________________________ 41

6.1 Attaching a File to a Mail Message ________________________________________ 41

6.2 Saving Attached Files___________________________________________________ 42

6.3 Working with Attachments_______________________________________________ 43

6.4 Delete an Attached File from a Message after Saving_________________________ 43

7. DELEGATION _______________________________________________________ 45

7.1 Using the Rules Wizard _________________________________________________ 45

7.2 Working with the Out of Office Assistant ___________________________________ 47

7.3 Sharing Permissions for a Delegate _______________________________________ 51

7.4 Opening Another Person's Outlook Folders ________________________________ 52

8. THE CALENDAR _____________________________________________________ 53

8.1 The Calendar Window __________________________________________________ 53

February 2003 Computer Skills Programme, AFHO

Outlook 2002 Essentials Page iii

8.2 The Different Views_____________________________________________________ 54

8.3 Creating an Appointment ________________________________________________ 54

8.4 Viewing an Appointment in the Calendar ___________________________________ 55

8.5 Editing an Appointment _________________________________________________ 55

8.6 Organizing Events _____________________________________________________ 55

8.7 Organizing Meetings____________________________________________________ 56

8.8 Responding to a Meeting Request ________________________________________ 57

8.9 Working with Reminders ________________________________________________ 58

8.10 Deleting Appointments and Events________________________________________ 59

8.11 Categorizing Appointments ______________________________________________ 59

8.12 Printing Appointments __________________________________________________ 60

9. CONTACTS _________________________________________________________ 63

9.1 Adding a Contact Item __________________________________________________ 63

9.2 Editing a Contact Item __________________________________________________ 64

9.3 Printing your Contacts __________________________________________________ 64

9.4 Creating a Distribution List in Contacts ____________________________________ 65

10. TASKS ___________________________________________________________ 67

10.1 The Task List__________________________________________________________ 67

10.2 Creating a Task ________________________________________________________ 68

10.3 Creating a Recurring Task _______________________________________________ 70

10.4 Owning a Task_________________________________________________________ 70

10.5 Assigning Tasks _______________________________________________________ 71

10.6 Sending a Task Request ________________________________________________ 71

10.7 Creating and Assigning a New Task in One Step ____________________________ 73

10.8 Accepting and Declining a Task Request___________________________________ 73

10.9 Reassigning a Task Request _____________________________________________ 74

10.10 Declining a Task After You Accept It ______________________________________ 74

10.11 Reclaiming Ownership of a Declined Task__________________________________ 74

10.12 Sending and Receiving Status Reports and Information About Tasks ___________ 74


Page iv Outlook 2002 Essentials

10.13 Sending a Status Report for a Task _______________________________________ 75

10.14 Sending a Copy of a Task to Others _______________________________________ 75

10.15 Viewing the List of People Who Keep Updated Copies of a Task _______________ 75

10.16 Printing your Tasks ____________________________________________________ 76


Outlook 2002 Essentials Page 1

1. Introduction Outlook offers a considerable number of tools. It is a personal information manager program that helps you manage and organize electronic messages, calendar activities, contacts and tasks. Outlook integrates e-mail and scheduling in one application as well as providing you with other tools to better plan and organize your work. To better grasp how Outlook is organized there are two key concepts to understand. First, you need to know that Outlook collects and stores a variety of information, such as e-mail messages, appointments, contacts (name and address information), To Do list tasks and Notes. Outlook refers to these pieces of information as items. For example, an e-mail message is an item, like an appointment entered in Outlook’s calendar, so is a To Do list task recorded in Outlook’s Task list. The second concept you will want to understand is that Outlook uses folders to organize its items by type. Appointments are stored in the Calendar folder, To Do list tasks are stored in the Calendar folder, and contacts (name and address information) are stored in still another folder called Contacts.



2. The Outlook Screen – An Overview

Folder List

List of items in the selected folder

Menu Bar Standard Tool Bar Outlook Bar

Figure 1 - Outlook screen

2.1 What’s in the Outlook Bar

Outlook provides many tools you can use for managing your day, your work and your electronic correspondence. These tools are located on the left-hand side of the Outlook screen in the Outlook Bar. To use any of these tools click on the required icon and a window will open to display a list of items stored in the selected folder (see Figure 1 above).

The icons on the Outlook Bar are shortcuts that allow you to quickly open your favorite or most frequently used folders. You can add and remove shortcuts as well as make them small or large, and you can also hide the Outlook Bar. The Outlook Bar is divided into groups to help organize your information.



Outlook Displays the Outlook Today window that Today summarizes your current activities Inbox Holds your incoming mail messages Calendar Helps you schedule your days, i.e. annual events,

meetings and reminders Contacts Stores important information including names and

addresses, phone numbers and e-mail addresses Tasks Helps you record and monitor your work-related or

personal responsibilities that you want to complete Notes Used in the same way as a "scratch pad", i.e. for

telephone numbers, reminder notes, etc. Deleted Holds your deleted mail Items

Figure 2 - Outlook Bar

2.2 Outlook Today

Outlook is the name of the application that you are using. Outlook Today is the name of an Outlook window that displays a summary of the information stored in Outlook that is relevant to today and the next few days.

If you do not see the Outlook Today window when you start Outlook, select

Outlook Today from the Outlook Bar (the column of icons) at the left side of the Outlook window. If you still do not see the Outlook Today window, select View, Show Folder Home Page. Show Folder Home Page is only available in the menu when you’ve selected Outlook Today in the Outlook Bar.

Viewing Your Day's Activities and Setting Options Using the "Outlook Today" Feature

The Outlook Today window provides a concise “at-a-glance” view of your current activities. You can customize Outlook Today to suit your personal preferences. By default, Outlook Today shows:

The activities on your calendar for today and the next few days Tasks that you should currently be working on The number of unread messages in your Inbox folder The number of unfinished message drafts in your Drafts folder The number of messages waiting to be sent in your Outlook folder



To Access Outlook Today’s Options

1. From the Outlook Bar click on the Outlook Today icon

2. On the Outlook Today page, click on Customize Outlook Today 3. Select the options that you wish to change 4. When finished, click Save Changes

Figure 3 - Customize Outlook Today

To Change an Option

1. Select Tools 2. Options 3. Other tab 4. Under General, Advanced Options 5. Under General Settings, Start-up in this folder: select Outlook Today



2.3 Looking at the Folder List

The folder list repeats the shortcut items shown on the Outlook bar, such as the Inbox, Calendar, Contacts and Tasks folders. It also lists all the folders that you have created in your mailbox. The folders of your mailbox are saved on the server, whereas personal folders are saved on your hard disk. The content of the folder you have selected is displayed on the right-hand side of the screen. In the example below, the Inbox folder is selected and all messages contained in this folder are displayed on the right-hand side of the screen as shown in Figure 4.

Figure 4 - Folder content

2.4 The Standard Toolbar

Every folder has its own standard toolbar. The toolbar is shown at all times. Below is a description of each icon on the standard toolbar available with the Inbox.

New Mail Message Creates a new message window

Print Prints a message

Move to Folder Moves a message to a folder

Delete Deletes a message

Reply Replies to sender only

Reply to All Replies to all recipients

Forward Forwards a message

Send/Receive Default setting for sending and receiving messages

Find Searches for a particular message

Organize Ways to organize your Inbox



Address Book Provides the different e-mail address lists

Find a Contact Searches for a contact

Help Online help feature in Outlook

Toolbar Options Allows you to customize the toolbar



2.5 The Advanced Toolbar

To display an advanced toolbar, select View from the menu bar, move the pointer onto Toolbars, and select Advanced to display a toolbar which contains additional Outlook icons. Below is a description of each icon on the advanced toolbar.

Outlook Today Displays the Outlook Today window that summarizes your current activities

Back and Forward Takes you backwards or forward by folder

Up One Level You will move one folder level up

Folder List Displays and hides the list of folders

Preview Pane Previews the content of a selected message

Print Preview Previews how a message will look printed

Undo Undoes the last command

Rules Wizard Allows you to set up rules for your Inbox

Message Viewer Displays different ways to view your messages in a folder

Group By Box Turns on or off the Grouping by items feature

Field Chooser Allows you to customize fields displayed

AutoPreview Displays the first three lines of an e-mail message

Toolbar Options Allows you to customize the toolbar



3. Inbox Folder Outlook receives and stores your incoming messages in the Inbox Folder. To view the items in your Inbox, click the Inbox icon in the Outlook bar.

3.1 Reading Incoming E-mail messages

Unread messages in your Inbox are indicated with a closed yellow envelope icon and are listed in bold.

Reading an Incoming Message

1. Click on the Inbox folder 2. Double-click on the message

Outlook opens the message in a Window so that it can be read.

Figure 5 - Reading a message

3. To close the message, press ESC. Once you have read the message, the left-hand

side icon will appear as an open envelope and the message will no longer appear in bold in the list

3.2 Forwarding a Message to Another User

The Forward command allows you to send a message you received to another mail user. When you forward a message, a copy of the message is automatically included in a new message where you can fill in the new address and add your own additional comments if you like. You can forward a message to several people at a time, and also send courtesy copies. If the message you are forwarding contains attachments, they will also be forwarded unless you delete them. 1. From your Inbox, double-click to open the message you want to forward 2. With the message open in a window, click on the Forward icon or press CTRL+F

Instead of selecting and opening a message, you can also select the message

from your Inbox and click the Forward icon in the toolbar or press CTRL+F, without opening the message.



Just like the Reply command, a new window opens, as shown below. The original message appears below the dashed line and the subject is copied from the original message. The subject is preceded by FW for Forward so that the recipient can easily recognize that this message has been forwarded to them.

Figure 6 - Forwarding a message

3. In the To box enter the name of the person(s) to whom you would like to forward the message and that of any copy in the Cc box

4. The insertion point is positioned above a single dashed line where you can type your message. You can perform any normal message task, such as include attachments or change priorities, as well as modify or add to the original message

5. When you are ready to send the message, click on the Send button or press ALT+S

3.3 Replying to an E-mail Message

1. Open or just select the message to which you want to reply

2. Click on the Reply icon or press CTRL+R if you just want to reply to the sender

OR

3. Click on the reply button on the Standard toolbar , or press CTRL+SHIFT+R, to reply to all persons who originally received the message



4. The Reply window will appear putting the recipient name in the To field (see below) Figure 7

Figure 7 - Replying to an e-mail message

3.4 Resending a Message

You can resend a message after it has already gone out. For instance, if you forget to include a recipient you can resend the same message to that person. 1. Click on the Sent Items folder 2. Double-click on the message you want to resend 3. Within the message window, click on Actions 4. Click on Resend This Message 5. The message will appear again. Here you can delete any names and then add

names you may have left off 6. When finished, click on Send

3.5 Recalling Sent Messages

You may want to recall a message that is inaccurate or sent by error. A message can only be recalled if it has not been read by the recipient(s) or has not been moved out of the recipients' inbox. Recalling a Message

1. Click on the Sent Items folder 2. Double-click on the message you want to recall 3. Within the message window, click on Actions and then click on Recall This

Message



The following dialog box appears:

If you wish to remove the message you sent from the Inboxes of all the recipients who have not read the message, choose Delete unread copies of this message OR If you wish to remove the original message you sent from the Inboxes of all the recipients and replace it with a new message choose Delete unread copies and replace with a new message. 4. Click on OK and type a new message or edit the existing one and send it 5. Select the Tell me if recall succeeds or fails for each recipient checkbox if not

already selected

To replace a message, a new message must be sent. If a new message is not sent, the original message is still recalled.

If the message is recalled successfully, Outlook displays a symbol to the left of the notification message and sends you a Message Recall Success message.

If the message is not recalled successfully, Outlook displays a symbol to the left of the notification message and sends you a Message Recall Failure message.

You can recall a message that has been sent to a MSMail user. However, no notification message will appear in your inbox.



3.6 Creating an E-mail Message

From the Standard toolbar, click on the New Message icon or press CTRL+N and the following window will appear.

Figure 8 - Creating a new message

3.7 Addressing a Message

You can address a message to one person, several people or a group of people. You can use either of two methods to address a message: an address book to look up and choose names, or type the first few letters of the name and use the Check Names icon to find the complete name from shortened versions that you type.

Figure 9 - Lists



There are several lists that you can use to address a message. From the main menu, select Tools, Address Book or press Ctrl+Shift+B to display the Address Book dialog box. To see the available lists, click next to Show Names from the: box (see ). Figure 9

Below is a description of the various address lists available:

GLOBAL ADDRESS LIST

An address book set up by the System Administrator that contains a list of all e-mail addresses on your network, and any other gateways and networks to which you can send mail. You cannot add, remove or modify names in this address book. The Global Address List contains all names of FAO users (HQ and Field) who have access to e-mail.

FIELD OFFICES

A list of all e-mail addresses of FAO staff members in field offices.

LISTS

Contains pre-prepared distribution lists. The System Administrator is responsible for these lists.

MISCELLANEOUS

These are special lists that have been set-up by the System Administrator.



CONTACTS

In Outlook you can also use e-mail addresses you have entered in contacts.

Addressing a Message Using the Global Address Book

1. Compose a new message (refer to paragraph Creating an E-mail message 3.6) 2. Click on the Address Book icon 3. The following dialog box appears

Figure 10 - Address book window

4. Select the list or book you want to use. For example, Figure 10 above shows the

Global Address List 5. Use the ↑ and ↓ keys, Page Up, Page Down or Home keys to scroll through the

list of users. If you are using the mouse, you can use the vertical scroll bar to scroll through the list

Instead of scrolling through a very long address book, you can quickly find a user’s name by typing the first few characters of the name in the Type Name or Select from List box. For example, to find John Bloggs, type Blo, and Outlook will scroll to the first user whose name matches those letters.

6. Click on the To button or press ALT+O to select the name. The name will appear

in the To box next to the list of names

You can also double-click on the name in the Address Book to place it in the To box.

7. To send the message as a copy to another user, after you have selected the name

click on the Cc button or press ALT+C. The name will appear the in Cc box next to the list of names

8. When finished selecting names, click on OK or press ENTER to return to the New Message window. The names are inserted in the To and Cc text boxes respectively



Selecting Multiple Addresses

From the Select Names dialog box, to select more than one address: 1. Hold down the CTRL key and click on each address to be selected 2. Click on the To or Cc buttons as required to add the selected names. Notice that

each name is separated by a semicolon (;) 3. Click on OK when done OR 4. Select the name from the address list and click on the To or Cc button, as required 5. Repeat this step for each name. The names are inserted in the appropriate box

and separated by a semicolon (;) 6. Click on OK when done Addressing a Message by Typing the Name

You can type a user's name instead of selecting it from the Address book. To do so, in the Message window follow these steps:

1. Position the insertion point in the appropriate box, i.e. either the To or Cc box 2. Type the first few letters of the last name 3. To address your message to more than one person, simply insert a semicolon (;)

between user names, for example, Blog;Ross; (note that you do not need to enter the name in full)

4. Click on the check names icon or press ALT+K to verify the name(s)

The Check Names command scans through your list of possible addresses to locate the name(s). If the name is a valid e-mail address, it is underlined to indicate that it is valid, for example, Jasper,John;Rossi,Marco)

If there is more than one name that begins with the same letters you typed, a dialog box appears to display a list of similar names from which you can choose. To select the required user double-click on the name or click once and then click on OK.

Addressing a Message to an Internet Address

You can add an internet address by typing it in directly in the To field.



To change the Internet addresses in your Contacts, right-click on the address and choose Properties. The following window opens:

Change the Display name as required

Figure 11 - Change the display properties of an Internet address

To add an Internet address to your Contacts, right-click again with the mouse and from the pop up menu choose the command Add to Contacts.

Figure 12 - Add an Internet address to Contacts



3.8 Selecting Message Options

Prior to sending a message you may wish the recipient(s) to note that it requires immediate attention. You can choose to send your message with a High, Normal or Low priority. Occasionally, you may have a message that is very important or time sensitive and therefore, you may want to request a return receipt to inform you when the recipient has accessed your message.

Beware that Read Receipts do not always work. Although you will receive them in most cases, when you send e-mail to FAO offices or other Internet destinations you will rarely receive a receipt.

Setting Message Priorities

1. From the Message window, click on the Options button. The Options dialog box appears

Figure 13 - Message Options

2. In the Priority box select from these options:

Request a read receipt for this message notifies you when a message you have sent has been accessed by the recipient(s). Save sent messages to saves a copy of messages you send in the Sent Items folder. By default this is checked. Importance assigns the urgency of the message. High priority is indicated with a red exclamation point, Low priority messages appear with a blue down arrow in the recipient's Inbox and Normal will not have any sign appear.



Delivery options can be used so that someone gets a message by a certain time. If the person has not read the message by the chosen time then it will expire and be deleted from the Inbox. This feature does not work on the Internet and in most field offices. Setting up a delivery option

1. Create a new mail message 2. Complete the message fields 3. Click on the Options button in the new message 4. Under the Delivery options, click in the Do not deliver before checkbox. By

default, Outlook displays the date of the following day and the time 5:00 PM 5. To select a different date, click on the down arrow by Do not deliver before. A

drop-down calendar will appear. Click on the date you want 6. Click in the Expires after checkbox 7. To select a different date, click on the down arrow by Expires after. A drop-down

calendar appears. Click on the date to set when you want the message to disappear from the Inbox (if not read)

8. Click on the Send button when you are finished

3.9 Tracking Messages

When you ask for a read and/or delivery receipt request for a message, Outlook allows you to track the message. For example, if you attach a delivery receipt to a message, Outlook automatically sends you a delivery receipt and attaches tracking information to the copy of the message you sent which is stored in the Sent Items folder. Tracking a Message

1. Create a new mail message 2. Click on the Options button 3. Click in the box where it says Request a delivery receipt for this message and

Request a read receipt for this message 4. Click on OK 5. Send the message. Outlook sends the message. Once the message has been

delivered and/or read, a return receipt will appear in your Inbox as shown below.

Checking Multiple Read Receipts Using Tracking

When you request a read receipt, you can then use the tracking tab on the sent mail message to keep up-to-date on those recipients that have read your message. This is much easier than keeping tabs on all the read receipts that you get back, as the sent mail message gives you a list. If you requested a read receipt for a message, you can check to see who has read it or not by opening up the original message stored in your Sent Items folder and verify the tracking information. 1. Click on the Sent Items folder 2. Open the message that was sent requesting a read receipt



3. Click on the tab called Tracking 4. A list will appear showing the status of each read receipt as shown below

You should note that it might take some time for the tracking tab to appear.

3.10 Flags , Message Importance and Message Sensitivity

Outlook provides handy tools to help you create messages that will stand out in a recipient’s inbox. You can also flag messages that have special characteristics. Setting a Message’s Importance (refer to paragraph 3.8)

1. In the new message, click on the Options button 2. In the dialog box, click on the down arrow by the word Importance 3. Select if your message is to be low, normal or high

Setting a Message’s Sensitivity

1. In the new message, click on the Options button 2. In the dialog box, click on the down arrow by the word Sensitivity 3. Select if your message is to be normal, personal, private or confidential. The

selected sensitivity will be stated at the top of the message

Flagging a Message

1. Display the message you want to flag 2. Click the Message Flag icon on the toolbar

3. Activate the flag drop-down list box; in the Flag to: box select one of the standard

flags:

Call Do not Forward Follow up For Your Information Forward No Response Necessary Read Reply Reply to All Review

4. On the Due by: box, click on the down arrow and a calendar appears. Select a

date if you want to have this message flagged by a certain date



5. You can also change the time by changing it in the field at the right 6. Click on OK This will appear at the top of the message. When the message is sent the recipient will see a red flag by the message in the inbox.

3.11 Creating and Using Multiple AutoSignatures

An AutoSignature is a way to store repetitive text and have it automatically appear in the body of messages you compose and send. You can choose to manually insert the AutoSignature in any items that you create except a note.

To Create an AutoSignature for Messages

1. Select Tools 2. Options 3. Click the Mail Format tab 4. In the Compose in this message format box, click on the down arrow for the e-mail

editor you want to use the signature with, i.e. HTML, Rich text, or Plain Text. It is recommended that you select Rich Text or Plain Text

5. At the bottom right, click on Signatures 6. Click on the New button 7. In the Enter a name for your new signature box, enter a name 8. Under Choose how to create your signature, select Start with a blank signature 9. Click on Next 10. Type in the signature that you want 11. Click on the Font or Paragraph buttons if formatting is required 12. Click on Finish

Figure 14 - Creating a Signature



To Edit a Signature

1. Select Tools 2. Options 3. Click the Mail Format tab 4. At the bottom right, click Signatures 5. In the Signature box, click the signature you want to change, and then click Edit 6. Edit as required 7. Click OK

Note: To change a signature for a single message only, make your changes directly to the signature in the message.

Set the Default Signature(s)

1. Select Tools 2. Options 3. Click the Mail Format tab 4. In the Signature for new messages, click the signature you want 5. In the Signature for replies and forwards, select a Signature or choose <None> 6. Click OK Stop Using an Automatic Signature(s)

1. Select Tools 2. Options 3. Click the Mail Format tab 4. In the Signature for new messages, select <None> 5. In the Signature for replies and forwards, select <None> 6. Click OK

Note: To remove a signature from a single message only, select the signature in the message, and then press the DELETE key.

Inserting an AutoSignature Manually While in an E-mail Message

1. Position your cursor where you want to insert the signature 2. Click on Insert and then Signature 3. Choose the Signature you require in your message

3.12 Using the Preview Pane

The Preview Pane can useful if you should want to view a message without actually opening it. However, be aware that you can give a give a false read receipt if you don’t change certain options (see the section on changing options below). Besides the message, you can see the flag status, replied and forward information, voting buttons and the accept/decline buttons for meeting requests.

To Turn on the Preview Pane

1. Select View 2. Preview Pane

Your screen will be displayed as on the following page:



Figure 15 - Preview Pane

To Change Options

1. Select Tools 2. Options 3. Other tab 4. Preview Pane

Mark messages as read in preview window - will give the recipient an accurate read receipt. Mark item as read when selection changes - means that it looks like it has been read (by reading it in the preview pane) but you are not actually opening the message. Someone could delete the message without actually opening it and the recipient would think that they deleted the message without reading it. Single key reading space bar – means that you can open the message by using your space bar, i.e. select the message and press the space bar. The message will then open.

The Preview Pane can also be used to respond to meeting requests without

actually opening the item.



3.13 Saving a Message

You can initiate a message, save it and send it out later. Messages are automatically saved in the Drafts folder. (If you wish to change the default folder refer to paragraph Configuring The Drafts Folder 5.7). To prepare a message that you want to send at a later date follow the steps below: 1. Click on the New Mail Message icon on the Standard Toolbar or press CTRL+N 2. Prepare the message in the regular way, i.e. enter the address and the text of the

message 3. Press the ESC key. A message similar to the one shown below appears:

4. Click on the Yes button or press Y to save the message in your Drafts folder

You can also press CTRL+S or click the icon with the diskette to save your message and then press ESC. When preparing a lengthy message it’s advisable to save it regularly by simply pressing CTRL+S or clicking the icon with the diskette.

All unsent messages are saved automatically in the Drafts folder. Unsent messages appear with an open envelope and letter icon.

Sending Your Unsent Message

You can open an unsent message and make additional changes later if you wish. 1. Open the unsent message by double-clicking on the message header or

highlighting it with the arrow keys and then press ENTER 2. Finish your message and click the Send button or press Alt+S

3.14 Recovering Deleted Messages

Have you ever deleted an e-mail, and closed down getting rid of all deleted messages in deleted items folder and discover you needed it? Have you ever deleted an e-mail, and only discovered a week later, you needed that e-mail?

To Recover any Deleted Messages

1. Click the deleted items folder (it doesn't matter if it has the deleted items of today in it, or if it is empty)

2. Tools 3. Recover Deleted Items 4. A list will appear of all the deleted items over the past 10 days, you can sort them

by senders name, date of deletion, date received, or title of message 5. Select the message(s) you want to recover



Figure 16 - Recover deleted items

6. Click the envelope icon on the toolbar at the top left of the Recover Deleted Items window

7. This will carry out the action of Recover Selected Items 8. The items will be restored into your Deleted items folder 9. Move the items to the correct folder as necessary

3.15 View Mailbox and Folder Size

It is possible to view the size or your Inbox folder as well as any other folder.

To View a Folder Size

1. Right-click on the required folder 2. From the shortcut menu select Properties 3. Folder size

To View the Entire Mailbox

1. Right-click on the top folder that says Outlook Today – [Mailbox – your name] 2. From the shortcut menu select Properties 3. Folder size

Click Folder Size



To View the Size of all Folders

1. Select Tools 2. Mailbox Cleanup

Click to see the size of your mailbox

Figure 17 - Mailbox Cleanup

3. Click on the button Click here 4. Folders and their Total Size will be displayed



3.16 Filtering Messages – Using the “Junk” Message Filter

If you receive unwanted e-mail messages from commercial mailers you can have these messages automatically deleted, have them appear in a particular color so you can identify find them, or have them moved to a specific folder.

To Change the Color of Junk or Adult Content E-Mail Messages in your Inbox

1. Select your Inbox folder 2. Select Tools 3. Click Organize 4. Click Junk E-mail

Figure 18 - Organize Inbox - Junk E-Mail

5. For either bulleted item, i.e. Junk or Adult Content messages, in the first box click Color and choose a color, in the second box click Color and then the color you want

6. Click Turn on

To Automatically Move a Junk or Adult Content E-mail Message to a Particular Folder

1. Select your Inbox folder 2. Select Tools 3. Click Organize 4. Click Junk E-mail



5. For either bulleted item, instead of Automatically 'color' click on the down arrow and select 'move' in the first box, and then select a new folder in the second box. To see a list of all your folders, click Other Folder

6. Click Turn on 7. Click on Organize icon on the toolbar to return to your Inbox

Note: If you have previously set options for junk e-mail or adult content messages, you must first turn them off. Beware that Outlook may pick up messages that are not necessarily "junk" mail and therefore could be deleted or moved to a particular folder.



4. Editing the Text in a Message Entering text in a message is like typing a document with a word processor. You simply place the insertion point marker in the text area and start typing. Outlook will automatically wrap words to the next line when you type more text than can fit within the margins of message windows. You will often need to add something to a message, reword a section, add and delete phrases or correct typographical errors before sending a message. Most of the editing can be done with the Cut, Copy and Paste commands from the Edit menu.

4.1 Formatting Text

Applying formatting and changing alignment of text can enhance a message. These changes can be made in two ways: the Format menu or using the Formatting toolbar. The Formatting toolbar is used to apply the most commonly used formats, such as bold, italics, underline, text alignment, colors, etc.

Applying Formatting

If you have already typed the text in a new message follow the steps below:

1. Select the text to be formatted 2. Click on Format, Font

OR

3. Right-click on the selected text and choose Font from the drop-down menu 4. A dialog box appears from which you can choose the required formatting features 5. Click OK

OR 6. Click the required formatting button on the Formatting toolbar Setting the Default Formatting to Apply to Every New Message

1. Select Tools 2. Options 3. Click on the Mail Format tab 4. Under the section Stationery and Fonts click on Fonts 5. From here you can set your default formatting for composing or replying and

forwarding messages

When in a message you can overwrite the default formatting at anytime by using the formatting toolbar.



4.2 Typing Accented Characters and Symbols

Typing Accents and Symbols with the US-International Keyboard

The table below shows a list of keystrokes that reproduce accented letters and symbols.

Accent/Letter Key Action

Acute é “ ‘

Press the apostrophe (‘) and then type the letter to be accented

Grave è ~ `

Press the key with grave key (`) and then type the letter to be accented

Circumflex â ^ 6

Hold down the Shift key, press the circumflex key (^) and then type the letter to be accented

Dieresis (umlaut)

ü “ ‘

Hold down the Shift key, press the double quote key (“) and then type the letter to be accented

Tilde ñ Ñ

~ `

Hold down the Shift key, press the tilde (~) and then type the letter n or N

Cedilla ç Ç

“ ‘

Press the apostrophe (‘) and then type the letter c Press the apostrophe (‘) and then hold down the Shift key and type the letter C

¿ ? /

Press Ctrl/Alt/ /

¡ ! 1

Press Ctrl/Alt/ 1

€ Press Ctrl/Alt/ 5

£ Press Ctrl/Shift/Alt/ 4

½ Press Ctrl/Alt/ 7

4.3 Supporting Accents in Outlook/Internet Messages

Many Internet gateways of organizations do not support (or only partially support) transfer of messages containing accented characters. If your Internet gateway supports accented characters over the Internet, as does the system at FAO Headquarters, it is using a standard called MIME (Multipurpose Internet Mail Extension). If the e-mail system you are sending e-mail to does not support this standard, it is probable that your accented characters will not be properly received. Likewise, if the sending system does not support MIME, it is likely that you will receive accented characters in the incorrect format.

4.4 Spell Checking a Message

Just as you do with all correspondence you prepare and send out, you should always proofread what you have typed before mailing it. This is a good habit to acquire. There is nothing more annoying than to discover you have sent a message with misspelled words. The spelling feature checks for misspelled or duplicate words.



Checking the Spelling in your Message

If you want to spell check only part of a message, select the text you want to check whereas, if you want to spell check the entire message do not select any text. To check the spelling of a message follow these steps:

1. Select the Tools menu and then Spelling or simply press F7. The Spelling dialog

box opens (see below)

Figure 19 - Spell check

2. When the spelling checker finds a misspelled word, the Spelling dialog box displays the word in the Change to box and the misspelled word is highlighted in the message. To correct the misspelled word, either:

Type the correct spelling in the Change to: box and click on Change;

OR

Select the word from the Suggestions: list and click on Change

The first time you use the Spell checker feature, if you check the Always Suggest

box, Outlook will always display a list of alternative spellings or words every time the spelling checker finds a misspelled word.

The spelling checker provides additional options for handling misspelled words. The table below describes the action each option performs. To select an option, either click on the button or press Alt and the underlined character of the option.

Use this button To

Ignore Ignore the word and continue spell checking the message

Ignore All Ignore all occurrences of this word in the message and do not stop if it finds another occurrence

Change Change that occurrence of the misspelled word



Use this button To

Change All Change all occurrences of the misspelled word automatically

Add Add this word to your personal dictionary

Cancel Cancel the spelling check feature

Suggest Suggest alternative spelling for the word. (If you have checked Always suggest, this button is unavailable)

If you type the same word twice, the spelling checker displays a Spelling dialog box with two different buttons Delete and Delete All.

1. When no more misspelled words are found the following message appears

2. Click on OK or press ESC to remove the message 3. Send your message by simply clicking on the Send button or press ALT+S

4.5 Deleting Text

The BACKSPACE and DELETE keys are used to delete text one character at a time, just like in a word processor. The BACKSPACE key erases one character to the left of the insertion point whilst the DELETE key deletes the character on the insertion point marker. If you delete a piece of text or a character, you can immediately restore it by pressing CTRL+Z or clicking on the Edit menu and choosing the Undo option.

4.6 Selecting Text for Deletion, Copying or Moving

To delete, move or copy a block of text you must first select the text. If you are using the Mouse

1. Position the insertion point at the beginning of the text to be selected 2. Click and drag the mouse pointer over the text



If you are using the Keyboard

1. Use the keyboard arrow keys to position the insertion point at the beginning of the text to be selected and use one of the following keystrokes to select text:

To extend the selection Press One character to the right Shift+

One character to the left Shift+

To end of a word Ctrl+Shift+

To start of a word Ctrl+Shift+

To end of a line Shift+END

To start of a line Shift+HOME

One line down Shift+

One line up Shift+

Deleting a Block of Text

1. Select the text to be deleted and press the DELETE key, or click on the Edit menu and then on Delete

Moving a Block of Text

1. Select the text to be moved and press CTRL+X or click on the Edit menu and then Cut

2. Move the insertion point to the new location where the text is to be moved 3. Press CTRL+V or click on the Edit menu and then on Paste

Copying a Block of Text

1. Select the text to be copied and press CTRL+C or click on the Edit menu and then on Copy

2. Move the insertion point to the new location where the text is to be copied 3. Press Ctrl+V or click on the Edit menu and then on Paste

4.7 Copying Text from One Message to Another Message

Sometimes you may need to copy text from a message stored in a folder to a message you are composing.

1. Select the folder that contains the message from which you want to copy. For

example, if the message you want to copy from is stored in your Sent Items folder, double-click on the Sent Items folder icon to display the list of messages in the folder window

2. Double-click to open the message that contains the text you want to copy. The message is displayed in a window

3. Select the text you want to copy either using the mouse or keyboard as explained previously. If you intend to select the entire message text, a quick way is to click on the Edit menu and then on Select All

4. Press CTRL+C or click on the Edit menu and then on Copy



The selected text is copied to the Clipboard. This is a special area in memory that Windows uses to hold information as it is copied or moved from one document to another. 5. Close the message you are copying from by pressing the ESC key 6. Click on the New Mail Message icon in the toolbar or press CTRL+N 7. Move the insertion point to the location in the message where you want to place

the selected text 8. Press CTRL+V or click on the Edit menu and then on Paste. The information in the

Clipboard is copied to your current location

9. To move text from one message to another or to move text from a different place in the same message, you carry out the same steps as described in above, but instead of using the Copy command (CTRL+C) from the Edit menu select the Cut command (CTRL+X)

4.8 Copying Text from Another Application to a Message

You can copy text from any windows-based application and paste it in the body of a mail message and visa-versa. For example, you could copy text into a mail message from a Word document without having to re-type it, or you could copy data from an Excel spreadsheet. However, there are some problems that occur when copying data that has to retain some type of format, such as data that appears in columns.

Copying Text from Another Application to a Message

1. From the Outlook program window, click on the New Mail Message button or press CTRL+N to create a new message, or open an existing message, if applicable

2. Switch to the desired program and open the file which contains the information you want to include in your message

3. From the original document, select the information you want to copy 4. Press CTRL+C or click on the Edit menu and then on Copy 5. Switch to Outlook 6. Position the insertion point in the message where you want to copy the information 7. Press CTRL+V or click on the Edit menu and then on Paste. The information in the

Clipboard is copied to your current location



5. Using Folders To Organize Messages

5.1 What is a Folder?

In Outlook, all messages are stored in folders. All folders are listed under Mailbox – followed by your name and service. This is stored on the server. This chapter will only talk about folders specific to e-mail (i.e. used for storing messages).

Mailbox Folders

Outlook has three default folders to help you organize your mail messages.

Inbox Contains all your incoming messages

Deleted Items Keeps a copy of every message you delete. An option is set up to automatically empty the Deleted Items when you exit Outlook

Sent Items Automatically stores a copy of every message you send in this folder

You may want to group messages by subject and create folders for your own use. These private folders cannot be accessed by anyone else on the mail network but you.

Public Folders

Public folders contain mail messages that can be read by everyone on the post office. They are similar to a bulletin board where you can view and send messages.

5.2 Creating Folders and Subfolders

Creating custom folders can help you organize your messages by subject.

Creating a New Folder

1. Select the folder in which you want the new folder to be a sub-folder 2. Click on the File menu, choose New and then Folder or press CTRL+SHIFT+E 3. In the New Folder dialog box (see Figure 20), type a name for the folder. A folder

name can consist of any combination of characters and spaces. Using symbols such as = or # is a way to place folders before the default folders as the folder list is sorted in alphabetical order

4. Click on OK or press ENTER. The folder is included in the Folders list in alphabetical order



Figure 20 - Creating a new folder

Rename, Delete, Open, Move, Copy or Create a Subfolder

1. Right-click on the folder or subfolder you want to change 2. Scroll up or down to the desired option 3. Left-click on the option 4. Follow the prompts

Figure 21 - Right-click menu for folders



5.3 Moving and Copying Messages between Folders

If you are about to copy or move a message that contains a file attachment to a folder, before doing so, you should save the attachment on disk and then delete it from the message. For instructions on how to save a file attached to a message refer to paragraph 6.2.

Moving Messages into Different Folders

To move messages, you can simply drag the messages from the folder they are in to the new folder as follows: 1. Open the folder that contains the messages you want to move 2. Select the messages you want to move. To move more than one message at the

same time use the SHIFT or CONTROL keys to select them. Hold down the SHIFT key to select the first and last message in a series, or hold down the CONTROL key to select non-consecutive messages

3. Click and drag the selected message(s) to the new folder located in the folder list on the left-hand side of the folder window

OR

4. After selecting the messages you want to move, right-click on the message and

then on Move to Folder 5. Click on the folder to which you want to move the messages, and then click on OK

If you want to create a new folder at the time you move messages, click on the

New button and go through the steps to create a folder or a subfolder.

Copying Messages into Different Folders

1. Select the message(s) you want to copy. To copy more than one message at the same time use the SHIFT or CONTROL keys to select them. Hold down the SHIFT key to select the first and last message in a series, or hold down the CONTROL key to select non-consecutive messages

2. Hold down the CTRL key, click and drag the message(s) to the folder where you want to copy them

OR

3. After selecting the messages you want to copy, click on the message and then on

Edit, Copy to Folder 4. Click on the folder to which you want to copy the messages, and then click on OK

5.4 Deleting Message(s) from Folders

It is important to delete messages that you no longer need as messages are stored on the server and occupy disk space. This also helps you keep your folders tidy and easier to maintain.



Deleting a Message

1. Select the message you want to delete. To select several messages hold down the CTRL key and click on each additional message

2. Click on the DELETE button on the Standard Toolbar or press the DELETE key on the keyboard

If you accidentally delete an important message, you can retrieve it from the Deleted Items folder and then move it to another folder before exiting Outlook.

5.5 Deleting Folders and Subfolders

When you delete a folder it will also delete its subfolder(s) and messages stored in the folders.

Deleting a Folder and/or a Subfolder

1. Click on the folder you want to delete 2. Click on the DELETE button on the Standard Toolbar or press the DELETE key 3. Click on YES to confirm that you are sure you want to delete the folder

5.6 Using the Advanced Find Items

There are two ways to search. To quickly search for items in the current folder and its subfolders, select Tools menu, and then select Find. To search for items in multiple folders, or to search for items by more than one criterion, select the Tools menu, and then select Advanced Find.

To Search for Items and Files using Advanced Find

1. Right-click on the folder you want to search 2. Select Advanced Find 3. In the Search for the word(s) box, click the type of item or file you want to search

for 4. If the folder you want to search does not appear in the Inbox, or you want to

search more than one folder, click Browse to select from a list. In the Folders box, select the check boxes next to the folders you want to search, and clear the check boxes next to the folders you don't want to search

5. Click OK 6. Click Find Now

Find all Related Messages

You can find all other related e-mails to a particular message. You should select the folders which you would like the search to be carried out in. 1. Right-click on the message 2. Select Find All 3. Related Messages 4. In the Folders box, select the folders you want to search 5. Click OK 6. Click Find Now

Outlook goes into Advanced Find and searches for all the messages relating to that subject in those specified folders.



To Find Items by Date and/or Size

1. Select Tools 2. Mailbox Cleanup

Select either option and then click Find

Figure 22 - Mailbox Cleanup - Find items

3. Click on either Find items older than --- days OR 4. Click on Find items larger than --- kilobytes 5. Click Find Outlook goes into Advanced Find and searches for all the messages relating to the criteria requested

5.7 Configuring the Drafts Folder

Unfinished messages are saved in the Drafts folder and are not sent. By default, unsent messages you are working on are saved every three minutes.

To Change how Often an Unfinished Message is Automatically Saved

1. Select Tools 2. Options 3. Preferences tab 4. Click on E-Mail Options 5. Click Advanced E-Mail Options 6. Under Save messages, AutoSave unsent every: ** minutes 7. Enter an amount of time that you want



To Change the Folder where Messages are Saved and Other Options

1. Select Tools 2. Options 3. Preferences tab 4. Click on E-Mail Options 5. Click Advanced E-Mail Options 6. Under Save messages, Save unsent messages in: click on the down arrow and

select the folder where you wish them to be saved

Figure 23 - Advanced E-mail Options



6. File Attachments to a Mail Message You can send all kinds of electronic files, such as spreadsheets, word processing documents, program and graphic files, as attachments to your mail messages.

When you send a file attached to a message, Outlook makes a copy of it and sends it together with your message through the network system, so that the original file remains intact on your disk. An attached file can only be used (i.e. viewed or edited) in the original application in which it was created or in an application which can read or convert the file. Therefore, in your message give the recipient an indication of the name and version of the application software in which the attached file was created. These types of files are called binary files. They are formatted files that contain special characters that are understood by the original application in which they were created.

6.1 Attaching a File to a Mail Message

1. Click on the New Mail Message button in the tool bar or press CTRL+N 2. Address your message in the usual way and enter the subject 3. Move the insertion point to the location in the body of the message where you

want the file attachment icon to appear. If you do not specify a location, the file icon is inserted at the beginning of the message

4. Click on the Insert File icon 5. The Insert File dialog box opens

Figure 24 - Insert file

6. Type the path and the name of the file in the File name box or select a file by using the Drives and Folders boxes

7. To select a different drive, click the down arrow of the Look in box and click on the required drive. To change folders, double-click on folder icon. To select the file, click on the appropriate file name in the File name box

8. Click on Insert. An icon which represents the file is inserted at the current location within the message text



When you attach a file that has a file extension associated with an application, the file icon inserted in the message represents the program in which it was created. For example, the file icon shown below represents a Word document.

Figure 25 - Sending a file as attachment

Attaching Several Files in the Same Message

1. Click on the Insert File icon 2. Select each file one at a time (Control click) 3. Click on OK. An icon will appear for each file in the message text 4. Click on the Send button or press ALT+S

6.2 Saving Attached Files

If you receive a message with a file attached and you want to preserve the information of the attached file in the original format used by the program it was created in, you will need to save the file on disk and retrieve it in the appropriate application. Messages that contain attached files are displayed with a paper clip icon as shown below.

February 2003
Computer Skills Programme, AFHO


Saving an Attached File

1. Display the message with the attachment 2. Right-click the file icon 3. Choose the shortcut menu's Save As command 4. Specify where you want the attachment saved by selecting a folder from the Save

in drop-down list box 5. Specify a new name for the attachment if you do not want to use or cannot use the

current name in the File name text box 6. Click Save

6.3 Working with Attachments

Opening a Message Attachment

1. Display the message with the attachment 2. Right-click the file icon 3. Choose the shortcut menu's Open command

OR

4. Double-click on the attachment icon. This will launch the application necessary to

open the file

Printing a Message Attachment

1. Display the message with the attachment 2. Right-click the file icon 3. Choose the shortcut menu's Print command

Check the Size of a Message Attachment

1. Display the message with the attachment 2. Right-click the file icon 3. Choose the shortcut menu's Properties command 4. Click OK

6.4 Delete an Attached File from a Message after Saving

When you save a file attached to a message you may want to remove it from the message. Deleting the file icon in the message does this. Deleting an Attached File

1. Click on the file icon in the message to select it and press the DELETE key 2. When you close the message, you will be asked if you want to save the changes 3. Click on Yes



7. Delegation You can grant someone permission to perform certain activities for certain Outlook folders such as the Tasks folder, the Contacts folder. Permission can also be granted to manage your Calendar, respond to meeting and task requests, and send messages and requests for you, depending on the Outlook folder and the permission you specify for the delegate. To share a folder, you must give permission to someone and then select the permission you want to grant to that person for the relevant folder. The Delegate Access feature is only available with Microsoft Exchange Server.

7.1 Using the Rules Wizard

You can manage your every day messages received in your Inbox folder by using the Rules Wizard. For example, the Rules Wizard can automatically move or delete incoming messages. You can apply rules to manage your mail and these rules can include more than one action or condition.

Adding Rules for the Rules Wizard

1. Select Tools 2. Click on Rules Wizard and the following dialog box is displayed:

Figure 26 - Rules Wizard

3. Click on New and the dialog box on the next page is displayed:



Figure 27- Rules Wizard dialog box

4. In the upper box, select the type of rule you wish to create, i.e. Move new messages from someone. A description of this rule appears in the lower box. The underlined words in the description require definitions

5. Click Next to display a list of conditions that must be satisfied for the rule to be applied

6. Check the conditions that apply. You can check as many as you like. All the checked conditions must be satisfied for the rule to be applied

7. Click the first underlined words in the Rule Description box. Outlook then displays a dialog box that displays a list of people in one of your address books

8. Select one or more people to whom you want the rule to apply (or you can select one or more distribution lists). Then click From to move the selected names into the Specify the Address of the Sender box, in which, if you select more than one name, a semicolon separates names

9. Click OK 10. Select the folder into which you want Outlook to place items 11. Click OK 12. Next > Choose what you want to do with messages that satisfy the conditions you

have previously specified 13. Next > You can specify exceptions to the rule 14. Next > Supply a name for the rule 15. Replace the suggested name in the Please Specify a Name for This Rule box with

something more meaningful 16. If you want to move messages you have previously received from the named

person into the new folder, check Run This Rule Now on Messages Already in “Inbox”

17. If you want this new rule to begin testing incoming messages immediately, make sure Turn on This Rule is checked

18. If you want the new rules to be used in all your e-mail accounts, check Create This Rule on All Accounts

19. Finish 20. Click OK to close the Rules Wizard window



Modifying Rules Wizard Settings

You can modify or delete Rules Wizard settings to reflect changes in your work environment.

1. Select Tools 2. Rules Wizard 3. Click on the rule you want to modify 4. Click on Modify and make any changes you want to that rule OR 5. Click on Delete to delete the rule 6. Click on OK

7.2 Working with the Out of Office Assistant

The Out of Office Assistant works very much the same as the Inbox Assistant. It helps you manage the mail you receive while you are away from your office. For example, the Out of Office Assistant will send a message to anyone who has sent you a message telling him or her that you are away from your office. You can also automatically forward your mail to someone else while you are away.

Using the Out of Office Assistant

1. Select Tools and then on Out of Office Assistant. The following dialog box is displayed:

Figure 28 - Out of Office Assistant

The following describes each of the options available in the Out of Office Assistant dialog box:

I am currently In the Office turns off your out of office reply and the rules you specified.



I am currently Out of the Office turns on your out of office reply and the rules you specified.

AutoReply only once to each sender with the following text specifies the reply you want to send to each person who sends you mail while you are away from the office. Status shows the status of each rule. A check mark indicates the rule is active, a blank indicates the rule is not active, and a red X indicates an error occurred when the rule was last processed. An error occurs when an action cannot be performed. For example, if a rule attempts to copy messages to a folder that has been permanently deleted, an error occurs. Rules that result in an error are not applied to new messages until the problem is resolved.

Conditions specifies the conditions that a message must meet to apply the specified action. For each rule, you can have multiple conditions. Each condition is separated by a semicolon (;). Actions specifies the actions applied to a message when it meets the conditions listed in the Conditions column. For each rule, you can have multiple actions. Each action is separated by a semicolon (;).to be taken when the rule is enabled. Add Rule button defines a new rule. Edit Rule button changes the conditions or actions for the selected rule. Delete Rule button deletes the selected rule. Show rules for all profiles check box shows rules you defined in other profiles. In most cases, you will only need one profile. Move Up button moves the selected rule up one space in the list. That means that the rule will be executed before the one below it. Move Down button moves the selected rule down one space in the list. That means that the rule will be executed after the one above it.

If you place a rule with a delete action at the beginning of the list, a message that

meets the conditions of that rule is deleted, and no other rules are processed for that item. If you want this item to be evaluated against other rules, you must place the rule that contains the delete action at the end of the list.

2. Click on I am currently Out of the Office 3. Click in the box just underneath AutoReply only once to each sender with the

following text and type the message you want to automatically send while you are out of the office

4. Click on OK and Outlook enables the Out of Office Assistant

Adding rules for the Out of Office Assistant

1. Select Tools 2. Out of Office Assistant 3. Click on Add Rule button and the Edit Rule dialog box will be displayed



Figure 29 - Out of Office Assistant Edit Rule

4. A description of each available option in the Edit Rule dialog box is listed below:

You can specify more than one value within a condition by separating each value with a semicolon (;). This creates an "or" condition; each message must meet one of the conditions to be included in the search result. For example, you can search for messages from one person or another by separating the two names with a semicolon (;) in the From box. From locates messages from a sender you specify. Click From to select names from a list or type the name of the sender in the From box and then click Check Names. To find messages addressed to more than one recipient, separate the names with a semicolon (;). Sent To locates messages addressed to a recipient you specify. Click Sent To to select names from a list or type the name of the sender in the Sent To box and then click Check Names. To find messages addressed to more than one recipient, separate the names with a semicolon (;). Sent directly to me locates messages that have your name entered in the To text box. Also locate messages when you add a distribution list that includes your name to the Sent To box. Copied (Cc) to me locates messages that have your name in the Cc box. Subject locates messages with the subject you specify. Type the complete or partial text of the subject you want to find. The text you specify must match text in a message Subject box. To find messages that contain more than one subject, separate the subjects with a semicolon (;).



Message body locates messages with the message text you specify. Type the phrase or text string you want to find. For example, type budget to find all messages that contain the word budget. To find more than one phrase or text string, separate each phrase or text string with a semicolon (;) Alert with/Action notifies you when you receive the message. Click Action to select a notification message, a sound, or both. Delete moves the message to your Deleted Items folder. Move to/Folder move the message to the specified folder. Click Folder to select a different folder. Copy to/Folder copies the message to the specified. Click Folder to select a different folder. Forward/To forwards the message to the recipient you specify. Click To to select names from a list. Multiple names are separated by a semicolon (;). Reply with/Template sends an automatic reply to the sender. Click Template to open a new message form. After you type your reply, add any additional recipients, and insert attachments that you want to include, click Save and Close on the File menu.

Custom actions are additional features that are not provided by Outlook. Click the custom action you want from the list. Advanced specifies additional search conditions. For example, you can locate messages that have attachments, that are a particular size, or that do not meet the conditions you specify.

Check Names verifies names in the From and Sent To boxes by checking them against the address books in your Address Book. If a matching name is not found, or if there are multiple matches for the same name, the Check Names dialog box appears, and you can select the correct name.

5. Set the conditions you want 6. Set the actions you want 7. Click on OK 8. Select "I am currently Out of the Office" 9. Click on OK

Modifying Out of Office Assistant

1. Select Tools 2. Out of Office Assistant 3. Select the rule that you want to modify 4. Click on Edit Rule button and the Edit Rule dialog box will be displayed 5. Select the conditions and actions you want and click on OK 6. Click on OK

When you return to the office and use Outlook a message will appear asking you

to if you want to turn off the Out of Office Assistant.



7.3 Sharing Permissions for a Delegate

1. Select Tools 2. Options 3. Click on the Delegates tab

4. Click on Add 5. Enter the name of the delegate you want to set permissions for in the Type name

or select from list box 6. Click Add 7. Click on OK 8. In the Delegates box, click the delegate you just added 9. Click Permissions and select the permissions for each Outlook folder you want the

delegate to have access

Figure 30 - Delegate Permissions



10. To send a message to notify the delegate of the delegate status and permissions you set, select the Automatically send a message to delegate summarizing these permissions check box

If you want your delegate to receive copies of your meeting requests and

responses, give the delegate editor permission, and then select the Delegate receives copies of meeting-related messages sent to me check box.

If you wish to add multiple delegates simultaneously, select multiple names in the

Add Users dialog box. The permissions you select will apply to all the delegates.

7.4 Opening Another Person's Outlook Folders

Once someone has given you permission to share his or her folder(s), you will need to access the shared folder(s).

Opening Another Person's Folder

1. Select File 2. Open 3. Other User’s Folder

4. In the Name box, type the name of the person who granted you sharing or delegate access permission or click on Name to select from a list

5. In the Folder box, click the folder you want to open

If you have author or editor permission, any items you create while the shared folder is active are stored in the other person's folder.



8. The Calendar Microsoft Outlook includes an online appointment calendar to help you schedule your days. You can make appointments, keep a record of reminders and record important annual events. In most cases, you only need to identify a date, time and enter a description of the appointment or event. You can also keep track of your projects by using the TaskPad. When connected to a network, you can also schedule meetings for a group of participants. To open the calendar, simply click on the Calendar folder from the folder list or click on Calendar from the Outlook Bar.

8.1 The Calendar Window

By default, the Calendar folder automatically opens showing today’s date and displays one day at a time. Alternatively, the Calendar folder settings can be altered to display a week or a month at a time.

Scheduled appointment

TaskPad

Date Navigator Calendar displaying one day at a time

Figure 31 - Calendar window



8.2 The Different Views

By default, calendar will display the current date, but you can change the default view to another day, a 5 day work week, a 7 day work week or a month. To have access to these 5 display options, ensure that the current view is Day/Week/Month and then click on the icon corresponding to the display you want to activate.

Figure 32 - Display views

8.3 Creating an Appointment

Appointments are activities that the user blocks time for in the Calendar and which do not involve inviting other people or resources.

1. Click the New Appointment button on the toolbar

The following window appears in which you will have to enter:

Click here to Save

Enter brief description of appointment

Enter brief description of appointment

Select busy here if

Choose a Color from the Label box

Fe

Enter start date and time/end d t d ti

Enter start date and time/end date and time

Click here to set reminder

you do not want other meetings to be scheduled during this appointment

Click here if you do not want others to see your appointment

Enter more details on appointment (optional)

Figure 33 - New appointment window A description of the appointment in the subject text box The date and time that the appointment starts The date and time that the appointment ends If you will not be available for other meetings during this appointment time, select

Busy from the Show time as: drop-down list box Color an appointment by selecting a color from the Label: drop-down list box If you don’t want other people to be able to see this appointment when they view

your calendar over a network, check the Private Box 2. When finished, click the Save and Close button

bruary 2003 Computer Skills Programme, AFHO


8.4 Viewing an Appointment in the Calendar

The appointment you have created will be displayed as follows in your calendar:

Appointment (with reminder)

Figure 34 - Appointments displayed in daily view

8.5 Editing an Appointment

To edit an appointment, double-click on the appointment you want to review and make changes by replacing text box contents or clearing boxes.

8.6 Organizing Events

Events differ from appointments in that events typically do not preclude other events. For example, you can enter a birthday or a national day. Scheduling an event does not prevent you from scheduling other appointments or other events on the same day. To create an event, from the new appointment window, check the All day event box as shown below. Outlook changes the name of the window from appointment to Event.

Click to create an Event

Figure 35 - Creating an event



Recurring Events

1. Click on the Recurrence button on the toolbar and indicate how frequently and according to what pattern this event recurs

2. Also indicate how far into the future this event will recur by using the Range of recurrence option buttons and boxes

3. Click OK 4. Click the Save and Close toolbar button

Figure 36 - Appointment recurrence window This window applies for appointments and events

8.7 Organizing Meetings

When you are connected to the network, you can use Outlook to schedule group meetings. You can let Outlook look for an empty time slot that fits into everyone’s schedule by examining the calendars of each of the meeting’s participants and you can also invite and send attendees invitations to a meeting. The following section will only deal with the second feature (inviting attendees to meetings) as the first one will only work when the whole of FAO is using Outlook.



Requesting a Meeting

1. Create a new appointment and click on the Invite Attendees button as shown below.

Click Invite Attendees

Figure 37 - Schedule a meeting

2. From the following window, type the names of participants you want to attend your

meeting 3. Briefly describe the meeting in the Subject text box 4. Type the meeting date and time in the Start Time and End Time boxes 5. Click the Send button

Click to Send

Click to select name from the Global Address List or your Contacts

Figure 38 - Creating a meeting window

8.8 Responding to a Meeting Request

The attendees invited to a meeting will receive through e-mail a message similar to the one displayed below. Note that the toolbar provides three options to choose from - Accept, Tentative and Decline.



Options available to respond to meeting invitation

Figure 39 - Responding to a meeting request

The above message will be displayed in your Inbox:

1. Double-click to open it 2. To agree to a meeting, click the Accept button

If you agree to a meeting, Outlook schedules it in your calendar

8.9 Working with Reminders

When you create an appointment, you can decide to set a reminder or not (see ).

Figure 33

If you have ticked the reminder box, a reminder pop-up window will automatically appear on top of any application that you may be working with.

Figure 40 - Reminder window



Responding to a Reminder

1. Click the Dismiss button to close the Reminder box 2. Click the Dismiss All button to dismiss all reminders 3. Click the Snooze button to reschedule the Reminder for a specified time in the

future 4. Click the Open Item button to open the item to which this Reminder refers

8.10 Deleting Appointments and Events

1. Display your Calendar 2. Right-click the appointment 3. Choose the shortcut menu’s Delete command

Figure 41 - Deleting an appointment

8.11 Categorizing Appointments

You may want to organize your appointments by category. This is useful in finding appointments that belong to a certain category. Categorizing an Appointment

1. Right-click the appointment you want to categorize 2. Choose the shortcut menu’s Categories command 3. Check the boxes in the Available Categories list that accurately identify this

appointment 4. Click OK



Click on Categories

Figure 42 - Categorizing an appointment

Figure 43 - Categories list

8.12 Printing Appointments

1. Select the appointment 2. Select the File menu’s Print command 3. Describe how you want Outlook to print the item by using the Print Style box and

buttons 4. Click OK



Printing your Appointment Calendar

1. Display your Calendar folder 2. Select File 3. Print 4. Describe how you want Outlook to print the calendar by using the Print Style box

and buttons, e.g. Daily, Weekly or Monthly Style 5. Select the range of dates you want your printed appointment calendar to show

from the Start and End boxes 6. Click OK

Select the date or range of dates you want to print

From Print Style, select Daily style, Weekly style or Monthly style

Figure 44 - Print a date or range of dates



9. Contacts Anyone who works with other people may need to stay in touch with those people. This means creating some type of system that can track information about people and businesses. The information has to be easy to retrieve and work with. Outlook provides such a system with its Contacts feature. Here you can enter contacts in a database and track important information including names and addresses, phone numbers and e-mail addresses.

9.1 Adding a Contact Item

The first step in building a contacts database is adding individual items to your Contacts folder. Adding these items is simple, although slightly time-consuming, because you end up collecting quite a bit of data about each contact. 1. Select File, then New command and choose the New submenu's Contacts

command or click on the new contact button 2. Type the name in the Full Name text box 3. Type the name of the person's business in the Company text box 4. Click on the Address button and type in the street, city, and state address

information 5. Type the person's phone numbers in the Business, Phone, Business Fax or

Mobile text boxes 6. Type the person's e-mail name in the E-mail text box 7. Type in Web page address if applicable 8. When finished, click the Save and Close button

Save and Close

Figure 45 - Entering a Contact



9.2 Editing a Contact Item

As the people you know change positions, employers, or addresses, you will want to update the listing in your Contacts folder. 1. Double-click on the name you want to edit 2. Contacts will open the window displaying the information about the person. Make

the necessary changes 3. When finished, click the Save and Close button

9.3 Printing your Contacts

Printing your list of contacts 1. Select File 2. Print 3. Choose Table Style (to print as displayed on your screen)

Figure 46 - Printing Contacts

4. Your contacts will be printed as displayed below

Figure 47 - List of Contacts



9.4 Creating a Distribution List in Contacts

After you have saved contact items in a Contacts folder, you can use this information to create e-mail distribution lists, otherwise known as mailing lists.

To Create an E-mail Distribution List in Contacts

1. Select the Contacts folder 2. Select Actions 3. New Distribution List

Click Select Members

Figure 48- Create Distribution List from Contacts

4. Click on Select Members 5. Names from the Global Address List will be shown by default 6. If you want the Distribution List to contain a name that is in a folder other than the

default, open the Show Names from the: drop-down list and select e.g. Contacts

Change from Global Address List to e.g. Contacts

7. Scroll down the list of contacts and select the contacts you want to have in the Distribution List



8. Click Members so that the names appear in the Add to distribution list: box on the right

9. Click OK 10. If you want to add names and e-mail addresses that are not in your contacts

folder, select Add New 11. Enter the new contact’s name in the Display name: box and the contact’s e-mail

address in the E-mail address: box 12. If you want to add the new contact to your contacts folder, check the Add to

Contacts box 13. Click OK 14. Type a name for the Distribution List in the Name: box 15. Click Categories if you want to assign categories 16. Click Save and Close

To Use a Distribution List

1. Compose a new message 2. Click on the To button 3. In the Show Names from the: box select Contacts 4. At the left side under Name your Distribution List will appear displayed in bold font 5. Select the required Distribution List 6. Click on the To button 7. Click on OK

Distribution List is displayed in bold font

If you intend to share your Contacts folder but want to keep the Distribution List private, check the Private box.



10. Tasks Tasks are activities that need to be completed, but not on a specific date or at a particular time. This is in contrast to appointments, which are planned for a specific date and time. Although tasks do not have to be done on a specific date, Outlook lets you specify a date on which you want to start a task and a date by which you intend to finish the task. In some cases, you will want to include a task without any specific date, for example, something you need to do but does not have a particular date by which it must be done. You can enter your intention in your task list so that you will not forget, but there is no date is associated with it. You can record tasks that need to be done on a specific date, for example you may need to develop a budget plan for a specific year. In that case, you can set the due date for the task for December 31. By doing so, you are saying that the task can be done at any time, but must be completed by a specific date. Tasks are shown in different colors according to whether they are current, overdue or completed. By default, current tasks are black, overdue tasks are red and completed tasks are gray with a line through them. You can change the colors of overdue and completed tasks by selecting Tools, Options, Preferences tab, Task Options button.

10.1 The Task List

You can view the task list from the TaskPad in the Calendar view. You can also view the complete list from the Tasks folder.

Accessing the Task List

1. Click on Task from the folder list as shown in the illustration below.

List of tasks

Click to change the View

Click to create a new Task

Click on Tasks

Figure 49 - The Task list



The Different Views

Current View option What it does Simple List Lists all tasks and shows which tasks have been

completed Detailed List Lists all tasks and shows their status, percent

complete, priority, and category Active Tasks Lists tasks that are not yet completed Next Seven Days Lists those tasks scheduled to be completed during

the next seven days Overdue Tasks Lists those tasks that are overdue By Category Lists tasks by category Assignment Lists tasks that have been assigned to others By Person Responsible

Lists tasks by the person responsible for completing the task

Completed Tasks Lists completed tasks Task Timeline Presents a visual timeline of when tasks start and

when they are to be completed

10.2 Creating a Task

Creating a task is just like creating a new mail message or a new appointment. Either click on the New Task button located at the far left side of the toolbar or select Actions, New Task to open the Task dialog box shown below.

Figure 50 - Creating a Task

Entering the Subject

When you open the Task dialog box, the insertion point is positioned in the Subject text box. Type a short name to describe the task. Entering Due and Start Dates

If you want to specify a specific due date, click the Due date: button and enter a date in the adjacent box. Or, you can click the down arrow at the right end of the text box to display a calendar that shows the current month. Click a day in the displayed months to choose that as the due date.



The Task dialog box accepts such words and phrases as "tomorrow", "in 25 days", "next year", "Christmas", etc. Outlook interprets the word or phrase you type and replaces it with the actual date in the dialog box. You can specify a start date. If you do so, Outlook will remind you that it's time to start working on the task when the start date arrives. You specify a start date in the same way as a due date.

Outlook does not let you mark a start date if there is no due date. If you try to enter a start date without having first marked a due date, outlook sets the due date to the same as the start date.

Figure 51 - Setting a Task Due date

Defining the Status

By default, Outlook defines the status of a new task as Not Started, its Priority as Normal, and the % Complete as 0%. At the time you create a task, you may want to open the Priority list box and change the priority to low or high instead of normal. Later during the progress of the task you can change the status items to keep your records up to date. Setting a Reminder

A reminder set for a task is similar to one set for appointments. However, you will only get a reminder on the day the task is due and by default at the start of your day. You can change the time and date if you wish. Outlook does not create a default reminder for tasks that do not have a due date, but you can set a reminder manually.

You can change the default 8:00 am reminder time in the Tools/Options, Preferences tab in the Task section.



10.3 Creating a Recurring Task

1. From the New Task window click on the Recurrence button 2. Specify how the task recurs by selecting one of the options, i.e. Daily, Weekly,

Monthly or Yearly 3. Select start and end dates from the Start and End by boxes 4. Click OK 5. When finished, click the Save and Close button

10.4 Owning a Task

When you create a task, Outlook initially assumes that you are creating that task for yourself. In that case, you are the owner of the task. The text box is dimmed because you cannot just type or choose another name to transfer the task ownership to another person. If you create a task and assign it to someone else who accepts the assignment, that person assumes ownership of the task. After that happens, you will see the new owner's name in the Owner dialog box. There are three options on how you can handle the task request:

Accept the task. By accepting the task, you are the new owner and are the only

person who can make changes to the task. Decline the task. By declining the task, the task is returned to the person who sent

you the task request. Assign the task to someone else. By assigning the task to someone else, you are

not the owner. The person receiving the assignment is the temporary owner of the task. You receive status reports on the task and can keep an updated copy in your task list.

Outlook maintains a list of previous owners for all tasks. If you own a task that was assigned to other people before you accepted it, each of those people, if they opted to, receive updated copies of the task in their task lists every time you make a change. When you complete the task, Outlook sends automatic status reports to the previous task owners who requested status reports.

You can only assign one person per task, and you cannot keep an updated copy of the task in your task list. If you want to assign a task to more than one person and have updated copies of the task in your task list, divide the work into separate tasks and then assign each task to a separate person.

Miscellaneous

You can: - enter details - add contacts - assign categories - make a task private - attach a file to a task - save a task



10.5 Assigning Tasks

In today's working environment "team" and "team-work" are two of the most frequently used "buzzwords". These words certainly come into play when working on projects. Typically, most projects have more than one person working on them. If you are the person managing the project, you will have an additional task for your project - tasks assignments. By assigning tasks you can keep track of the progress that has been made on a task by the person who is responsible to that task. You may, for example, be working on a project to create a new software application. One person may be responsible for the analysis tasks, two or three other people are working on the programming phase, you are responsible for documentation and training tasks, and still another person is completing the implementation tasks. Understanding Assigned Tasks

To assign a task, you make a task request. A task request is a message asking another user to be responsible for the completion of a particular task. The recipient of this task request can either accept or decline the task assignment. When you send a task request, you give up your ownership of that task. You can track the status of the task, and you can keep an updated copy of the task in your task list. However, you cannot change any of the information associated with that task, such as the due date. It is the basic situation of being able to look but not touch. Only the owner or temporary owner of the task can update the task.

10.6 Sending a Task Request

You can assign a task by sending a task request to another person. This request is asking that person if he/she will take responsibility for that task. There are four ways you can assign a task:

Create a task request from a task that already exists in your task list. Create a new task request. Reassign the task request to someone else instead of accepting or declining the

task. If you assigned a task and it was declined, reassign the task to someone else or

reclaim ownership of the task by returning the task to your task list.

Outlook tracks the ownership of all tasks. Once a task request has been accepted, Outlook tracks who owns the task and when it gets updated. Updating of task copies occurs when the owner of the task updates the task's information, such as changing the percentage completed. Outlook also automatically sends a status report when the task is completed to those who were assigned the task and requested a status report.

One way to manage tasks and their assignments is to create the task first and then assign them to the appropriate people. To create a task request from existing tasks, complete the following steps: 1. Open the task you want to assign 2. Choose the Assign Task toolbar button



3. Enter the name of the person whom you want to assign this task to in the To text box. You can either type the person's name or select it from your address list by choosing the To button

4. The task's name appears in the Subject text box. This can be changed. 5. The due date for this task is automatically entered in the Due date text box from

the original task definition. This can be changed. 6. The start date of the task is automatically entered in the Start date text box from

the original task definition. This can be changed. 7. If you want to keep an updated copy of the task in your task list, click the Keep an

updated copy of this task on my task list check box to place a check in it. The default for this is checked

8. If you want to receive a status report when this task is completed, click the Send me a status report when this task is complete check box to place a check in it. The default for this is checked

9. In the text box at the bottom half of the window, type any notes, instructions, or additional information about this task

10. Choose the Send toolbar button to send the task request

Figure 52 - Assigning a Task



10.7 Creating and Assigning a New Task in One Step

1. Select File, New, Task Request to display the Task Request window or press CTRL+N

2. Enter the name of the person whom you want to assign this task to in the To text box. You can either type the person's name or select it from your address list by choosing the To button

3. Type the name of the task in the Subject box 4. If there is no due date for this task, click the None options button 5. If there is a due date for this task, click the Due option button and enter the due

date in the Due drop-down list 6. Enter the starting date of the task in the Start drop-down list 7. If you want to keep an updated copy of the task in your task list, click the Keep an

updated copy of this task on my task list check box to place a check in it. The default for this is checked

8. If you want to receive a status report when this task is completed, click the Send me a status report when this task is complete check box to place a check in it. The default for this is checked

9. In the text box at the bottom half of the window, type any notes, instructions, or additional information about this task

10. Click on Send button to send the task request

If you wish to receive status reports for all tasks that you assign in the future, select Tools, Options, Preferences tab, Task Options button. Click Send status reports when assigned tasks are completed check box. This option is turned on as an installation default.

10.8 Accepting and Declining a Task Request

When you receive a task request in your Inbox, Outlook designates you as the temporary owner of that task. You have three choices: accept the task, decline the task, or assign the task to someone else. If you accept the task, you are the only person who can make changes to the task. If you decline the task, the task is returned to the person who sent you the task request. If you assign the task to someone else, you have the options of keeping an updated copy in your task list and to receive a status report upon the completion of the task. When you assign the task to someone else, you forfeit ownership of the task. The person you assigned the task to receives temporary ownership, which becomes permanent when they accept the task.

Accepting or Declining a Task

1. Open the task request to view its contents 2. Choose by clicking on either the Accept or Decline button. The Accepting Task or

Declining Task dialog box displays depending on which button you clicked 3. To accept or decline the task without comment, choose OK

Once you have accepted or declined a task, a message is returned to the person who assigned the task to you as to your response.



10.9 Reassigning a Task Request

The third option you have when you receive a task request is to reassign it to someone else. Remember that when you reassign a task to another user you can retain an updated copy in your task list and receive status reports on that task. There is a real benefit to this approach. For example, you are a team leader, and your manager assigns all of your team's tasks to you. You then assign the separate tasks to the appropriate individuals. Both you and your manager can then receive updated copies of the task and status reports. To reassign a task:

1. From your Inbox, open the task request 2. Click on the Assign Task toolbar button to display the Task tab of the task

definition 3. Click on the To button to display the Select Task Recipient dialog box 4. Click the Send button

10.10 Declining a Task After You Accept It

1. Open the task you accepted but now want to decline 2. Select Actions, Decline to display the Declining Task dialog box 3. Click OK to decline without comment

If you want to include comments when you decline a task, click the Edit the

response before sending option button and choose OK. Type your comment in the provided text box. Click the Send toolbar button.

10.11 Reclaiming Ownership of a Declined Task

If someone declines a task that you assign him or her, you need to reclaim the ownership of that task. Until you reclaim ownership you cannot change that task or assign it to someone else. To reclaim ownership of a declined task:

1. From your Inbox open the declined task request message 2. Select Actions, Return to Task List. The task definition appears so that you can

immediately edit the task

At this point you can treat this task as any other task you own. You can modify it, or you can assign it to another person.

10.12 Sending and Receiving Status Reports and Information About Tasks

There are several ways that you can report or share information about a task. These include the following:

If a previous owner of the task opted to maintain an updated copy of the task in his/

her task list, this is done automatically by Outlook. You can send a status report for a task. Outlook creates this status report from the

task's information. The status report is sent in a mail message. The message is automatically addressed to everyone on the update list. You can also add additional names to the recipient list of the status report.



You can also send a copy of a task as an attachment in a mail message. The recipients can open the attachment, which opens the task, and then copy the task to their task lists if they want.

10.13 Sending a Status Report for a Task

You can send a status report for a task at any time. The people who receive the status report are on the task's update list. This list is based on previous owners who opted to receive status reports. You can also send a report to other people. A status report contains the following information:

Whether the task has been started What percentage of the task is complete How many hours have been spent working on the task The task owner's name

The task menu allows you to send a status report. To send a status report:

1. Open the task for which you want to send a status report 2. Select Actions, Send Status Report to display the Message window 3. If the task was assigned to you, then the names of people on the update list are

already filled in. If you want to add additional recipients, enter their names in the To and Cc fields

4. Click the Send button At this point the status report has been sent to the recipient list. The recipients open the status report as they would any other message.

10.14 Sending a Copy of a Task to Others

Another way to share information about a task is to send a copy of the task itself. This copy of a task is sent as an attachment in a message. The recipient can open the attached task and add it to his or her own task list. To send a copy of the task to someone: 1. From Tasks, open the task of which you want to send a copy 2. Select Actions, Forward to display the Message window 3. In the To and Cc fields type or select the recipient names 4. If you want, type a message in the text box 5. Click on the Send button

10.15 Viewing the List of People Who Keep Updated Copies of a Task

Many times a task has been assigned and reassigned until it finally is sent to you. You may be curious to find out who is keeping an updated copy of the task in their own task list. This is readily available through the task's Status tab. To find out who is keeping an updated copy of the task:

1. From Tasks, open the assigned task for which you want to view the update list 2. Select the Details tab 3. All users who are maintaining an updated copy of the task are listed on the Details

tab in the Update list: box 4. Examine the names in the Update list box 5. Close the task




Using the Assignment View

There is a Task view that has been designed to help you determine which tasks in the task list have been assigned to other people. This is the Assignment view. To view tasks you have assigned to others:

1. Go to Tasks 2. Select View 3. Current View 4. Select Assignment

10.16 Printing your Tasks

1. Select File 2. Print 3. Choose Table Style 4. Click on OK

Choose Table Style

Figure 53 - Printing Tasks

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